Our client is a multinational Pharma Organization. They require the service of an Experienced Executive Assistant for a six (6) months contract subject to termination or extension as the case may be. (Ideally, all applicants for this role should presently not hold any permanent job as this is a six (6) months job ONLY).JOB PURPOSE:Responsible for managing i.e. planning, coordinating and communicating – complex administrative and organizational assignments in the country group. Ensures compliance with all informal and formal policies, procedures and practices necessary to conduct the normal function of the country group. Provide support to assigned team. Assure maximum efficiency in functioning of team.MAJOR ACCOUNTABILITIES:
Maintains a close and highly responsive relationship to the day-to-day activities of the assigned Heads
Acts as the first point of contact for the English West Africa Head Office and guarantees the image of all departments internally and externally
Prepares meeting programs as well as organisational aspects and materials.
Manages and organises administration work in the office
Receives visitors and accompanies visitors to the managers
Arranges all aspects concerning travel i.e. detailed agendas, schedules, flights, hotel reservations, transfers, visas etc. This also includes visitors from within and outside the Cluster
Completes and ensures all expense claims of assigned heads are submitted in line with timelines
Creates a liaison between the assigned Heads and their relevant in-country counterparts, operational / functional reports and other office staff and company associates
Coordinates activities including in area of office management (facility management, etc.)
Administers assigned Heads’ calendars and meeting schedules together with arranging meeting resources where appropriate
Effectively takes minutes of meetings where necessary
Develops a clear understanding and knowledge of all applicable company policies / procedures, organisation requirements and company operations
Assist with ad-hoc project work where clearly defined administrative support is required
KEY PERFORMANCE INDICATORS:
Level of independence
Accuracy and completeness of communications
Customer / Quality Orientation
Level of support to department
Number of incidences or problems in travel arrangements (hotels reservations, flights…)
Quality and timeliness in preparation of presentations
Ease of finding data and documents
Attention to detail and execution in a timely manner
Actualized information within department
Quality of scheduling and arranging meetings as necessary
REQUIRED BACKGROUND:
University degree, preferably in Business Administration or Office Management
English, fluent – written and spoken, other languages advantage
Personal /Executive Assistant or secretary, minimum of 4 years in a past positions.
PC literacy, familiarity with office communication tools, typing skills, MS Office
High level of independence and decisiveness
Proficiency in administrative operations
Action & results orientated
Accountability , Commitment/Self Discipline, Customer/Quality Focus
Drives change to maximize competitive advantage
Pro-active & Competent
REQUIRED SKILLS:
Organizational skills: Plans, coordinates and supervises a number of different tasks simultaneously and sets priorities in accordance with objectives and is able to work without any supervision.Communication skills: Informs reliably and in a structured, customer-centered way. Able to make presentations.Technical skills: Excellent knowledge of job-relevant software. Stays up-to-date. Is an experienced user of technical resources (e.g. beamer, teleconferencing equipment).
Experienced candidates who do not hold permanent jobs and are available to resume immediately should send updated CV to ‘mgtpositions@stresert.com’ subject as ‘EA @ SIX MONTHS CONTRACT’. Candidates who meet the above requirement will be contacted for interviews. Submission closes 15th August, 2015.
Apply via :
mgtpositions@stresert.com
